Insight Reports Overview | Ricoh Spaces Help Centre

Insight Reports are built directly into our platform and give you in-depth and detailed information about your organisation, combining the output from the various modules you have active and enhanced further with IoT devices if enabled.

Who Can Access Insights?

Global, location, global insights and local insights admins. The dashboards they can access will change according to their permissions.

Benefits of Dashboards at a Glance

Ease of Use – Designed for intuitive use—no need to be a data expert. If you can ask a question, you can find an answer.
Better Visuals & Customisation – A cleaner design with dashboards that are easier to navigate and personalise.
IoT-Powered Insights: Real-time data on how spaces are being used.
Key Metrics for Optimisation: Information to improve workspace efficiency and employee experience.

Accessing Insights

To access the dashboards, head to the Insights Section on your web app.

This will display a list of available dashboards. Use filters and search to narrow down the list.

Layout and Key Functionalities

Interactive Graphs: Click on any metric in a graph to hide or show data, allowing for instant customisation.
Smart Filters: Each report comes with relevant filters at the top of the page, making it easy to focus on the most important data.
Custom date range: See how your office is evolving by setting custom date ranges. This can go down to a single day!
Organised by Theme: Dashboards are divided into tabs, each dedicated to a specific topic for easier navigation.
Presentation Mode: View reports as a full-screen slideshow, displaying charts and tables in a logical sequence.
Save view: Set your preferred filters once and save them—your custom view will load automatically next time.
Sort Data Easily: Click on metric headers to sort values.
Move columns: Drag a column to move it.
Export Options: Download dashboards, key metrics and visualisations in different formats for easy sharing and documentation. CSV exports will include a summary of the filters set when downloaded.
Explore: Drill down your data by adding filters, adding or replacing attributes or measures or comparing them.
Schedule: Send reports directly into your inbox.

Scheduling Reports [Coming]

Note: This feature is not available for the Booking Occupancy Report and the Environmental & Energy Report.

1. Click on the three dots at the top right of the report.

2. Select Schedule and click on one of the two options:

Create Schedule: This will open a new window for you to configure a new schedule.
Manage Schedules: This will take you to the schedule page, where you can manage all your existing schedules.

Create schedule [Coming]

Configure the schedule:

Schedule name: This will appear on your schedule page. You can add a comment to provide more information about this schedule.
Send every: Select the recurrence, time, day of the week and other details about when you want to receive the report.
Select attachment type: The format of the scheduled report: PDF, XLSX or CSV.
Add recipients: You can only schedule reports for yourself.
Views: Select which saved view you want to be sent.

The report will be sent via email from RICOH Spaces as scheduled.

Manage Schedules [Coming]

In this area, you can manage your existing schedules. You can:

Create a new schedule
Pause an existing schedule
Edit an existing schedule
View the history run of a schedule
Delete an existing schedule

Types of Dashboards

Utilisation: Those reports give you information related to the usage of the different spaces. For example, people’s favourite space, when do people make bookings, etc.
- Desk Overview
- Parking Overview
- Meeting Room Overview
- Location Overview
- Organisation Overview
Occupancy: It provides insights about the occupancy of your office using your employees’ status and activity.
- Ghost Meeting Report
- Occupancy Intelligence Overview Report
- Occupancy Intelligence Forecast
Hybrid Working: The 2 reports, Organisation Hybrid Working and Location Hybrid Working, provide insights about hybrid working tendencies in your organisation
- Location Hybrid Working
- Organisation Hybrid Working
Services Insights: It provides you with key highlights of the usage of your available services
- Service Overview
- Catering & Equipment
Visitors: This report offers a deep dive into the customer visitor activity
Internet of Things (IoT): The 3 reports, Attendance, Wasted Space and Environmental offer insights into the real usage of spaces.
- Attendance
- Wasted Space
Energy & Environmental: Those reports provide you with key metrics regarding your building's health, with things like the temperature, energy consumption, quality of air, etc.
Issue Management: This provides you with a comprehensive analysis of the issues raised against spaces.